Admissions and Registration Assistant(s) (2 Positions)

Duties:

The Admissions and Registration Assistant position is a crucial point of non-instructional contact for prospective students, applicants, current students, faculty, staff, and the public. Due to the highly personalized service provided throughout the application and admission processes Admissions and Registration Assistants are key influencers in helping prospective students stay well-informed and choose to study at Vancouver Island University.

It is a fast-paced, complex, and specialized role that requires strong communication, problem-solving, and customer service skills to conduct admissions, credential assessment, and registration. Duties include assessing applications to ensure admission requirements have been met, issuing offers of admission, performing transfer credit and prerequisite assessments, registering students into specific courses, and monitoring admission numbers against program seat capacity as defined by each department to ensure programs are not over or underfilled.

Admissions and Registration Assistants must also have high levels of attention to detail and the ability to produce professional correspondence as a representative of VIU. Admissions & Registration Assistants need to be able to effectively respond to complex questions from, and liaise with, prospective and current students, applicants, parents, sponsors, faculty, and staff. Deciding on the best course of action requires investigative questioning and the consideration of a multitude of options to select the best choice for each particular scenario.

Required Qualifications:

Two-year diploma from an accredited institution. Minimum five years’ recent relevant experience. A combination of education and experience may be considered.

• Intermediate-level word processing and data entry skills.
• Intermediate-level keyboarding speed of 50 wpm.
• Intermediate experience using Microsoft applications including Windows and Microsoft Office Suite (Word, Excel, Outlook).
• Intermediate experience using videoconferencing software (e.g. Zoom, MS Teams) and the Internet.
• Excellent interpersonal and communication skills.
• Ability to problem solve and work under pressure during peak times and within deadlines.
• Ability to multi-task, organize, and prioritize a large workload while maintaining accuracy and attention to detail.
• Physical ability to lift up to 20 kgs occasionally.

Preferred Qualifications:

• Post-secondary undergraduate degree.
• Experience with a student record system or similar database system.
• Experience with the VIU student information systems and the VIU online student record.
• Knowledge of VIU programs and registration procedures.

VIU is pleased to offer employees a comprehensive benefit plan; ample paid holiday time; professional development opportunities and a desirable pension plan that takes the worry out of retirement. As part of the VIU campus community, our employees work with supportive colleagues within an encouraging environment and are provided with the tools and training that promote learning and development. The perks of VIU employment are multiple, and include well-being initiatives and services, strategic discounts, and flexible work opportunities.

Note:

• Short-listed candidates must provide original transcripts, or applicable original certifications at time of interview.
• All qualified candidates are encouraged to apply; however, Canadians and permanent residents will be given priority.
• Vancouver Island University (VIU) is collectively committed to building and sustaining a diverse and inclusive working and learning environment for faculty, staff, and students. In our journey towards greater diversity, we invite applications from members of equity-seeking communities including women, racialized and Indigenous persons, persons with disabilities, persons of all gender identities and sexual orientations who bring value to the VIU community through their lived experiences. We encourage members of all equity-seeking groups to self-identify within their application cover letter. When a candidate voluntarily discloses this information in their cover letter, the information will be used only for the fulfillment of the career opportunity. Disclosure and/or self-identification with an equity-seeking group will not lead to advantageous treatment of a candidate who is not qualified.